Skip to main content

How To: Move a Client from Financial AI to Workflow AI

Move a client from Financial AI when you no longer need XBert reading their ledger, and keep the workflow side running on Nano.

Written by Sunniva Andersen

A client on a Financial AI plan has an accounting ledger connected, and XBert is reading their transactions. If you no longer need that, you can move the client down to Workflow AI, which runs on the Nano plan.

The client stays in XBert. You keep working them. XBert just stops reading the ledger.

1. Before you start

XBert has three different client tiers with different plans under them:

  1. The tier is how much of XBert works on that client:

    1. Manual

      1. These clients are often referred to as Workflow-only.

    2. Workflow AI

    3. Financial AI

      1. These clients are sometimes referred to as connected clients, and are the ones with a live connection to the accounting software / ledger - e.g. Xero, MYOB, etc.

  2. The plan is where the client sits under that tier.

Tier

Plan(s)

Cost

Manual

None / Workflow-only

None, included in your per-user fee

Workflow AI

Nano

A flat price per client per month, with no activity limit

Financial AI

Micro, Small, Medium, Large, Extra Large or Enterprise

Based on the client's activity volume

2. What you keep, and what stops

You keep everything that does not depend on the ledger:

  • Workflow automation. XBert moves work through your firm's workflows, creating tasks, notes and schedules on request.

  • Practice agents. Firm-level AI agents covering team capacity and upcoming deadlines. They work on your practice, not on ledger data.

  • XBert Intelligence chat. A conversational AI assistant in the app that answers questions and takes actions across your practice workflow.

  • Access from other AI tools via an MCP, so you can reach your practice and client workflow data from the AI assistant your firm already uses.

What stops is anything that reads a client's accounting ledger. That means no exception detection, no data-quality checks on live transactions, no compliance agents, no review automation and no Custom XBerts for that client.

Those all belong to Financial AI, and they need a connected ledger to work at all.

  • This is not a restriction applied to Nano clients - there is simply no financial data for XBert to read.

3. How to move a Financial AI client to Workflow AI

  1. Go to Settings > Clients > Plans

  2. Find the client you want to move from a Financial AI plan

  3. Click the red bin icon (Delete Client) - this will open a new screen

    1. This will not delete the client, it will just start the delete/downgrade process

  4. Click Continue to Delete

  5. Select a reason and click Next

  6. This is the screen you want - click the purple Move this client to Workflow AI

  7. You will then see a confirmation screen for when the downgrade will happen

    1. e.g. Test Equipment Pty Ltd is scheduled to move to the Workflow AI plan on 28/09/2026, the end of the current billing period. Until then it stays on its current plan, keeps its ledger connection, and billing is unchanged.

FAQ

What happens to billing

The downgrade is scheduled, meaning the client stays on its current Financial AI plan until the end of your next billing period (e.g. 28/09/2026). From your next billing period onward, the client will then be on the Nano plan.

If you connect a ledger again later

If you decide to re-connect a ledger to a Nano client, it moves back up to a Financial AI plan on its own, sized by that client's activity volume.

What about moving a client to Manual?

Manual clients and connected clients hold their data differently, so a client cannot be switched from Financial AI or Workflow AI down to Manual.

Need help?

If you have any questions, our support team is here to help!

Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io

Related Articles
Did this answer your question?